Events Associate

Title: Events Associate

Supervisor: Vice President & Chief of Staff

Status: Full-Time; Non-Exempt

Level: Associate

Location: Washington, DC

Deadline to Apply: Applications will be reviewed as received with preference given to applications received by Sunday, February 28.

Summary

The Association of Public and Land-grant Universities (APLU), a research, policy and advocacy organization dedicated to strengthening and advancing the work of public universities in the U.S., Canada, and Mexico, is seeking an Events Associate to provide administrative and logistical support in the planning of meeting and events, both virtual and face-to-face. Successful candidates will have event planning experience, possess extraordinary interpersonal skills, have a keen attention to detail, and thrive in a fast-paced environment under tight deadlines. This full-time position will be based in Washington, DC. For more information, consult www.aplu.org.

Background

APLU is a research, policy, and advocacy organization dedicated to strengthening and advancing the work of public universities in the U.S., Canada, and Mexico. With a membership of 244 public research universities, land-grant institutions, state university systems, and affiliated organizations, APLU's agenda is built on the three pillars of increasing degree completion and academic success, advancing scientific research, and expanding engagement. Annually, member campuses enroll 5.0 million undergraduates and 1.3 million graduate students, award 1.3 million degrees, employ 1.3 million faculty and staff, and conduct $49.3 billion in university-based research.

Responsibilities

The Events Associate will provide administrative and logistical support in the life-cycle planning of meetings and events which includes, but is not limited to:

• Coordinate event registration and close-out, including creating registration websites in Cvent, coordinating pre and post event reporting, coordinate with finance to reconcile registration fee receivables, etc.
• Monitor event timeline to ensure that event planning milestones are met as scheduled.
• Edit, schedule and send meeting communications, including invitations, updates, etc.
• Provide registration support for face-to-face meetings, including staffing the registration desk.
• Provide support for virtual meetings, which may include initiating the meeting, managing break-out groups, managing the chat box, etc.
• Facilitate event practice sessions/run throughs and coordinate panelists log-in details and presentations.
• Coordinate the APLU event and sponsorship email account, providing timely and accurate responses to internal and external constituents regarding APLU meetings and events.
• Work with the Office of Public Affairs to develop marketing/promotional materials for events.
• Work with CRM team that the registration information in CVENT is being transferred to the CRM. Upload data as needed.
• Maintain APLU’s calendar of events.
• Support all aspects of the planning and implementation of APLU’s Annual Meeting.
• Create content for the virtual newsletter.
• Support other activities and initiatives of the President’s Office and APLU as needed.

Preferred Qualifications

• Bachelor’s degree preferred and/or 2-3 years’ experience working in an office environment managing events.
• Outstanding interpersonal and communication skills which must be effective and courteous, requiring high integrity when dealing with a broad array of stakeholders. Excellent writing and editing skills required.
• Ability to manage and coordinate multiple projects and deadlines at once. Ability to identify and establish priorities, work independently, and exercise sound judgment related to providing support and assistance.
• Ability to establish effective working relationships with employees at all levels of the organization.
• Excellent project and time management are required. Thorough knowledge and experience in building project management systems, filing systems, and general office procedures preferred. 
• A keen attention to detail.
• Experience with event management software, preferably Cvent.
• Highly skilled in the use of Office365 (including Outlook, Word, Excel, Teams and PowerPoint) and Zoom. Willingness to learn new technology as needed.
• Comfort with tracking data required; experience with Dynamics, Salesforce, Marketo, or similar customer relationship management system preferred.
• Experience with non-profits or in the hospitality industry a plus.
• Ability to travel several times per year to meetings (primarily within the United States), including over weekends and over the Veteran’s Day holiday.

To Apply

Please send a letter of interest and resume to APLU’s Human Resources Department at resume@aplu.org with the subject line of Events Associate no later than Sunday, February 28, 2021. Applications will be reviewed as received and continue until the position is filled. APLU provides a generous benefits package. 

APLU is an Equal Employment Opportunity Employer and is committed to recruiting, employing, training, compensating and promoting staff regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Read more about APLU’s Commitment to Diversity here.